Every quote request answered in two minutes

The problem

Halden quotes road freight across Europe, and most requests arrive after 6 pm, when a planner in another time zone finally gets to their inbox. The sales desk worked through the backlog every morning, but by then a third of those shippers had already booked with whoever replied first.

The rates were never the issue. Every price lived in one shared rate sheet that the team had kept up to date for years. The slow part was reading each request, finding the lane and writing the same email forty times a day.

What we wired

• An intake agent that reads web forms and email, and pulls out origin, destination, weight, dates and special handling.

• A pricing step that looks up the lane in the existing rate sheet and adds the surcharges the desk already applies.

• A draft quote in Halden’s own template, sent within two minutes, with the deal logged in HubSpot.

• Anything unusual, such as hazardous goods or a new country, goes to the desk in Slack instead of to the customer.

What changed

First replies dropped from nine hours to under two minutes, and the share of quotes Halden wins went up by almost a third in the first quarter. The desk now spends its mornings on the large contracts that need a person, and approves the routine drafts from their phones.